Monitoring + evaluation

We help you achieve impact and project sustainability  by focusing on relevance, effectiveness and efficiency through out the project life and beyond………..

Baseline Surveys + Need Assessments

Project Monitoring

Socio-economic Survey

Mid-term + End-term evaluation

For more detailes visit our website: www.africapartners.co.ke

Monitoring & Evaluation (M&E)

M&E focuses on relevance, efficiency, effectiveness, Impact and Sustainability of the project or program. APC explores new methodologies in conducting M&E, such as outcome mapping and most significant change, build and sustain a monitoring system that provides relevant information to stakeholders at all stages of the project cycle, and finally, exploring how the M&E output can be used in learning and knowledge management in organizations.

Baseline surveys are an important component of project monitoring and evaluation. A baseline survey is a starting point for monitoring that provides a comprehensive characterization of a phenomenon in a project area so that later changes in its attributes can be measured. It provides the actual measurements of certain parameter prior to implementation of a project or programme. This provides a marker with which status in future during and after project intervention can be compared. We provide professional consultancy services to governmental and non-governmental organizations prior to implementation of community development projects and programmes.

APC will design and conduct baseline surveys based on project/programme log-frame to document socio-economic and environmental status before a project or programme is initiated. The cost of baseline surveys depends on the scope. The design will help identify appropriate indicators and targets, means of verification and timelines against which to measure progress and results 

APC carries out a systematic process for determining and addressing needs, or “gaps” between current conditions and desired conditions or “wants” for organizations. The discrepancy between the current condition and wanted condition must be measured to appropriately identify the need. The need can be a desire to improve current performance or to correct a deficiency. A needs assessment is a part of the planning process, often used for improvement in individuals, education/training, organizations, or communities. It can refine and improve a product such as a training or service a client receives. It can be an effective tool to clarify problems and identify appropriate interventions or solutions. By clearly identifying the problem finite resources can be directed towards developing and implementing a feasible and applicable solution. Gathering appropriate and sufficient data informs the process of developing an effective product that will address the groups’ needs and wants.

Depending on the scope of the project a needs assessment can be a costly and labor intensive project. A general twelve step process might entail the following:[9]

  • Confirm the issue and audiences
  • Establish the planning team
  • Establish the goals and objectives
  • Characterize the audience
  • Conduct information and literature search
  • Select data collection methods
  • Determine the sampling scheme
  • Design and pilot the collection instrument
  • Gather and report data
  • Analyze data
  • Manage data
  • Synthesize data and create report

APC utilizes a combination of information gathering, community engagement and focused action with the goal of community improvement. A community needs assessment identifies the strengths and weaknesses (needs) within a community. Community leaders, local government, advocacy groups or a combination of these then address these identified needs through policy change or development. A community needs assessment can be broadly categorized into three types based on their respective starting points:

First, needs assessments which aim to discover weaknesses within the community and create a solution (Community Needs Assessment I).

Second, needs assessments which are structured around and seek to address an already known problem or potential problem facing the community (Community Needs Assessment II).

Third, needs assessments of an organization which serves the community (domestic violence centers, community health clinics etc.) (Community Needs Assessment III).

Community needs assessments are generally executed in four steps: planning and organizing, data collection, coding and summarizing the needs assessment results, and sharing the results with the community to facilitate action planning. During the planning and organizing phase stakeholders are identified, local organizations and/or local government begin to collaborate. Depending on the type of needs assessment being conducted one can tailor their approach.

APC utilizes a combination of information gathering, community engagement and focused action with the goal of community improvement. A community needs assessment identifies the strengths and weaknesses (needs) within a community. Community leaders, local government, advocacy groups or a combination of these then address these identified needs through policy change or development. A community needs assessment can be broadly categorized into three types based on their respective starting points:

First, needs assessments which aim to discover weaknesses within the community and create a solution (Community Needs Assessment I).

Second, needs assessments which are structured around and seek to address an already known problem or potential problem facing the community (Community Needs Assessment II).

Third, needs assessments of an organization which serves the community (domestic violence centers, community health clinics etc.) (Community Needs Assessment III).

Community needs assessments are generally executed in four steps: planning and organizing, data collection, coding and summarizing the needs assessment results, and sharing the results with the community to facilitate action planning. During the planning and organizing phase stakeholders are identified, local organizations and/or local government begin to collaborate. Depending on the type of needs assessment being conducted one can tailor their approach.

Mid-term Evaluation

 The main purpose of an on-going/mid-project evaluation is to assist the project management to make appropriate adjustments in the changed circumstances or to rectify any shortcomings in the original design, so as to improve its efficiency and overall performance.

End-Term Evaluation

 The purpose of an ex-post or post-hoc evaluation is to discover the actual, as opposed to the projected, results of implementing a project. The aim of evaluation is primarily to compare the actual outcome of the project with the projections made at the appraisal stage. The examination of different aspects of the project can provide important lessons derived from experience for the new projects. The overall impact of the project will result in a number of effects which can be classified as costs and benefits, direct and indirect or tangible and intangible. Ex-post evaluation takes place after the completion of the project and is often more in-depth as it focuses on the analysis of impact. Besides, it is time-consuming, costly and calls for persons with special skills.

Evaluation Indicators

Evaluation indicators are the yardsticks for the assessment of overall performance of a project/programme with reference to stipulated targets and objectives. The main indicators can be identified as under:-

Physical achievements indicators

  • Overall physical progress
  • Overall cost utilisation
  • Timely or untimely completion of a project or a programme (delay in years.

Output or Impact Indicators

Production (whether crops, livestock, forest products, fish, etc.) e.g., percentage of children in a target group receiving supplies feed, number of acres surveyed, loan applications processed/approved, trained manpower, a laboratory set-up etc.

Economic Indicators

Financial and economic benefits (e.g., financial rate of return, internal rate of return, benefit-cost ratio, etc.).

Social Indicators – Quality of Life Indicators

Income distribution with equity, level of food consumption, health and education facilities, shelter, access to essential amenities/basic needs, life expectancy, etc.

Requirements for Undertaking an Evaluation Exercise

 In order to undertake an evaluation of any project/programme, a study of its related documents is a pre-requisite for acquiring sufficient knowledge and information thereof. The documents include:-

 (a) The approved PC-I along with the related project documents, concept clearance papers loan/grant agreement with foreign agencies etc, and feasibility study, if any;

(b) Pre-approval appraisal notes/CDWP working papers;

(c) Pre-approval technical scrutiny notes;

(d) ECNEC summary and its decisions;

(e) Sources of financial and other inputs;

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